Job Description: Events Administrator
Based at: The Smallpeice Trust, 74 Upper Holly Walk, Leamington Spa, CV32 4JL
Reporting to: Head of Community Programmes
Principal contacts:
Internal
STEM Engagement Specialists
Chief Transformation Officer
Finance Team
External
Young people (as the beneficiaries of our programme)
Parents
Universities (academics and conference facilities)
Volunteers
Partner organisations
Main purpose of post: A fantastic opportunity to join a friendly, inclusive and collaborate team providing administration support and excellence in delivery for the Trusts programmes of events. This includes attending events as required and liaising with schools, parents and students.
Principal Responsibilities
Residential, virtual and one day events as well as wider Communities team programme support:

• Take ownership of assigned events from an administrative, organising and support point of view.
• Maintain and update the CRM database with details on teachers, schools, students, contacts and companies.
• Process event applications and create relevant paperwork.
• Ensure students and supervisors have the relevant information they need to attend their event, including joining instructions.
• Ensure targets for assigned events are managed, e.g. meeting the criteria for applications and any sponsored places.
• Prepare administration for assigned events including creating rooming lists, managing dietary requirements of students, and preparing relevant paperwork.
• Ensure all pre and post event administration is completed in a timely manner according to deadlines set out on a work plan.
• Liaise with university departmental staff and venue/course organisers on arrangements, i.e. site visits, delegate numbers, room bookings, catering requirements, etc.
• Attend residential events, staying overnight, and providing administrative support throughout the event. This is approximately 8 residentials per year, across the school holidays, each lasting 3-5 days.
• Promote and safeguard young people to ensure all events provide safe environments in which young people can explore and develop their potential. This includes supporting with daytime and overnight supervision of students, first aid cover/ hospital runs and general behaviour management.
• Support the management of budgets for assigned events, including organising petty cash requirements prior to events and monitoring receipts and expenditure
• Undertake post event evaluation and reporting.
• Become a qualified First Aider at Work and be prepared to administer first aid whilst away on events, if required.
• Provide ongoing support and supervision for Supervisors during events.
• Dependent on operational needs, the balance of the workload above may vary between the various successful candidates, with some being more office based and some being required to attend more events
• Support with the delivery of the wider Communities team’s events and programmes as required

General:

• Raise purchase orders and deal with daily correspondence as required.
• Assist with administration for the whole building, including:
• Answer incoming telephone calls to the switchboard or emails to the general inbox and deal with enquiries as appropriate.
• Be a main point of contact for visitors to the building and provide tea/coffee as required.
• Organising post.
• Assist with administrative tasks for other programmes and departments during quieter periods.
• Any other administration duties that may be reasonably requested by the Head of Community Programmes or Senior Leadership Team.

Person Specification
Essential:

• Experience of working in an administration role OR an event delivery / youth work role
• Proficient with Microsoft Office especially Word, Excel and Outlook.
• Flexible attitude to work with ability to travel with overnight stays
• Working as effective team member but also able to work on own initiative
• The ability to liaise effectively and confidentially with a wide range of stakeholders
• Good command of English language – written and spoken
• A mature and conscientious attitude, producing reliable and accurate work
• Full UK driving license and own car
• GCSE grade C or above in English and Maths

Desirable:

• Experience of working in events administration
• Experience in a setting requiring application processing and payment processing
• Experience of databases, preferably CRM
• Experience of working with young people.

Safer recruitment checks
We are committed to safeguarding and promoting the welfare of all children and young people. You will be asked to undertake the following before we can confirm you in your role:

• Completion of an application form
• Supplying an up to date CV
• Undertaking an interview
• Supplying two referees.
• Completing a self-disclosure form
• UK based nationals must complete a barring and vetting check (this cost is covered by the Smallpeice Trust); for this role this will be an Enhanced DBS and/or PVG. We request that those undergoing the DBS check register for the update service.

The above information will be shared with Human Resources and the relevant line manager/recruiting staff. It may also be shared with the Designated Safeguarding Lead.
Job Type: Fixed term contract
Contract length: 9 months
Pay: £24,000.00 per year
Benefits:

• Company pension
• Free parking
• On-site parking
• Private medical insurance

Schedule:

• Monday to Friday
• Weekend availability

Ability to commute/relocate:

• Leamington Spa CV32 4JL: reliably commute or plan to relocate before starting work (preferred)

Work authorisation:

• United Kingdom (required)

Work Location: Hybrid remote in Leamington Spa CV32 4JL
Expected start date: 06/01/2025